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Beloit College Preferred Name Policy

General Statement

Many of our community members use a name other than their legal first name to identify themselves. While individuals of all gender identities may prefer a nickname or a middle name to a given first name, the issue can be especially important for transgender or gender non-conforming individuals. 

To encourage a more open and welcoming campus community environment, Beloit College has established a policy whereby any community member has the option to use a "preferred" first and/or middle name on campus wherever possible. We strive to have this name appear wherever a legal name is not necessary.  Choice of a preferred name must be appropriate and cannot be an attempt at misrepresentation or fraud.  Inappropriate use of a preferred name (including but not limited to avoiding a legal obligation or misrepresentation) can be cause for denial of the request or removal of an existing preferred name.

The college’s phased implementation of preferred name began in Fall 2015.  Full implementation is ongoing, since there are many different information systems across campus.  

Use of the legal name will continue to be required for certain documents, including but not limited to, payroll records, billing records, financial aid documents, official transcripts, diplomas, medical records, and federal immigration documents. 

To submit a preferred name request, log in to the Portal and navigate to the Portal Forms tab.  Select the Preferred Name Change Forms link on the left.  Once approved, the change will be reflected in the Portal and Moodle.  Be sure to update your email name, check with Residential Life about a new ID, and update B-link. If you wish to change your account name (aka email address), please contact IT Support to coordinate the change.

Frequently Asked Questions

  • Do I have to specify a preferred name?
    • No, you do not have to specify a preferred name.  This is a service for those who wish to be known on campus by something other than their legal name.  If you regularly use your legal name, then please do not submit a preferred name request.
  • How do I submit a preferred name request?
    • Log in to the Portal and navigate to the Portal Forms tab.  Select the Preferred Name Change Forms link on the left.
  • How do I change my email name (the name I use to send email)?
    • Click on the settings gear at the top of your gmail inbox, then click "settings".
    • Click the "Accounts" tab, then find the "Send mail as:" section.
    • Select the "edit info" link directly across from the sender name you'd like to change.
    • Enter your new sender name in the text box below your current sender name.
    • Save changes.
  • How do I change my email name (e.g. smithj@beloit.edu)?
        ○ Please contact IT Support to coordinate changing your email address.
  • Can I use my preferred name for everything at Beloit College?
    • Preferred name will be used in cases where legal name is not absolutely necessary. Examples of where your legal name is necessary include, but are not limited to, financial aid documents, payroll, billing records, official transcripts, diplomas, medical records, and federal immigration documents. In some cases if you indicate a preferred name, it may be necessary to clarify that your preferred name is different from your legal name. Examples of this include, but are not limited to, official interactions with police, security, and/or law enforcement, and verification of medical records.

      The college's phased implementation of preferred name began in Fall 2015. The goal of the phased implementation is a consistent name experience across college systems and the use of preferred name everywhere, except when legally necessary. Full implementation of the Preferred Name Policy is ongoing, since there are many different information systems across campus.
  • How many times can I change my preferred name?
    • Changing your legal name in college systems to a preferred name can have ripple effects throughout your day-to-day experiences. Changing your preferred name more than once can lead to confusion regarding your identity, challenges in customer service, and/or the interruption of your ability to access some college systems.  For these reasons, you can change your name once via the Portal.  If there are extenuating circumstances warranting an additional name change, please schedule an appointment with the Registrar (students) or the Director of Human Resources (employees).
  • Can I change my preferred name to whatever I want?
    • Preferred names are limited to alphabetical characters (A-Z and a-z).
    • It is a violation of the Beloit College Preferred Name Policy to indicate a preferred name for the purposes of misrepresentation or fraud.
  • What happens if someone requests an inappropriate preferred name?
    • The request will be denied.  You will be notified by email of this decision.  Contact the Registrar (students) or the Director of Human Resources (employees) to discuss this action.
  • Can any member of the Beloit College community indicate a preferred name?
    • Current Beloit College students, faculty, and staff may indicate a preferred name.
  • Where will my preferred name appear?
    • Remembering that this is a phased implementation, we strive to have your preferred name appear where legal name is not necessary.
  • How do I delete my preferred name?
    • You should contact the Registrar (students) or the Director of Human Resources (employees).
  • How do I correct or change my legal name at Beloit College?
    • Students: You should contact the Registrar’s Office for information about changing your legal name. You will need to provide appropriate documentation. 
    • Faculty, staff, and student employees: You should contact the Office of Human Resources for information about changing your legal name. You will need to provide a social security card printed with your new name.
  • Is the preferred name process different for undocumented students or individuals holding a non-resident visa (F-1, J-1, H1-B)?
    • No, residency status does not affect your ability to use a preferred name on campus.
  • What is the process and timeline for implementation of the preferred name policy?
    • Beloit College began the phased implementation of preferred names across college systems in Fall 2015, so the places where your preferred name will appear may be limited at first. Places where you may already be able to see your preferred name reflected include some class rosters, Moodle, and the Portal. You have the ability to change the name you send email as, and you can change the name on your Google+ profile.
  • Whom do I contact if I have more questions about my preferred name and/or the preferred name policy?
    • Contact the IT help desk.

 

Students and Employees: Click here to submit a Preferred Name Change request form

Policy updated 3/5/2017